THE ROYAL AIR FORCES ASSOCIATION
NORTHERN AREA
AREA CONFERENCE
and
ANNUAL GENERAL MEETING
Mercure Hull Royal Hotel
14th – 16th March 2014
ADMINISTRATIVE INSTRUCTION
DSS/AC/1/13
October2013
NORTHERN AREA RAFA CONFERENCE & ANNUAL GENERAL MEETING 2014
1. Description. The Northern Area Council will hold the Area Annual Conference at Hull. As is becoming customary this is in alternation with aNorth East location. The Council has also decided the format of the weekend will continue to develop with the format adopted in 2007. The intention is to encourage greater engagement by RAFA members, leading to more full and free participation in all aspects of RAFA. To this end the format might be more accurately described as a reunion. It is hotel accommodated. The programme brings RAFA members together for a formal opening ceremony, an address by an RAF guest speaker, and a keynote address and presentation by a representative of RAFA Headquarters executive staff. Official guests will be hosted by members of Council. A plenary session will follow when previously notified items, and potential resolutions for the AGM, will be open for discussion by all. In keeping with tradition a Standard Bearers Competition will be held as per previous years we will alsobe holding a Young Standard Bearers competition with the ATC and other youth Military Organsiations invited to take part.
2. On the Saturday evening in the hotel the Area Reunion and Presentation Evening will be held with live entertainment and the opportunity to enjoy a uniquely RAFA social evening.
3. Sunday will begin with the Muster of Standard Bearers and Service of Dedication, and after light refreshments the Area AGM will be held. The formal business of the Area Council will be conducted with appropriate reports including the consideration of any Resolutions. The formal closing ceremony will bring the conference to a close shortly after midday.
4. Aim. To provide a gathering of members and representatives from the RAFA Branches in Northern Area, wherein the friendship and business of the Association can be enjoyed and advanced.
5. Organisation.
a. Attendance. All Officers and Members of the Northern Area Council have a duty
to attend. All Branches of the Northern Area have a right to be represented by an
elected delegate and have a duty to participate in the democratic process of the
Association. All Members of the Association in the Northern Area are encouraged to attend and actively participate in the social and open discussion parts of the
conference. All RAFALOs of units in the Northern Area are invited to attend as may
be authorised by their COs and consistent with the directives of DPersPol(RAF). The guests of the Council and private guests are welcome to attend, as are visitors with a positive interest in the Association and its Object.
b. Preparation and Documentation. The Area Director and Area Staff are responsible
for all preparation for the conference under the authority of the Northern Area
Council. In the course of preparation full information, documentation and returns will
be exchanged with all Branches of the Area through the Branch Secretaries, and in
accordance with Association Rules and Area Regulations. During the Conference
Weekend Area Staff will be available for any queries that may arise.
c. Travel and Accommodation. All travel to and from the conference will be under personal arrangements. No travel provision will be made for attendees during the
conference weekend. Council guests and Councillors will be accommodated in the venue hotel. In addition a proportion of the venue hotel accommodation has been
earmarked for those attendees who wish to use it at a discounted rate. All other accommodation is by private arrangement.
6. Implementation.
a. Area Co-ordination. Area will be the point of contact for all conference matters of Area concern. This will include liaison with thehotel venue, Area guest and Councillor accommodation, communication with Branches and all arrangements with external agencies including CHQ RAFA.
b. Branch Communication. All authoritative contact with the Area Branches to do
with the conference will be solely through the Branch Hon Sec, or other single
Branch nominated individual. Branch Secretaries are responsible for forwarding this information onto the conference delegate and/or attendees.
c. Dress. All attendees are expected to observe the traditional RAFA dress code of blazers or lounge suits (and equivalents) for the formal parts of the conference
weekend. Those currently serving in the RAF or otherwiseentitled to wear uniform,
are expected to follow the directives of their own organisation in this matter, and are invited to wear No1 HD or equivalent throughout Sunday morning. Dress for all
attending the Reunion Dance will be blazers or lounge suits.
d. Expenses and Claims. All attendees are expected to recover legitimate expenses
from their own organisational unit; Area in regard to Council, official guests, staff and venue costs, Branches in respect of Delegate and Standard Bearer costs, home units
for serving persons as may be authorised by MOD. Private individuals attend at
private expense.
e. Catering. All attendees are responsible for their own meal and refreshment arrangements except where otherwise specifically shown in the programme.
f. Fire and Emergencies. All attendees are expected to comply fully with the hotel venue emergency drills and fire precautions including no smoking designations.
g. First Aid. The St Johns Ambulance Service have been approached to provide first aid cover throughout the conference weekend.
h. Security. National security levels and precautions for public places will apply
throughout the weekend at the hotel venue and parade location. MOD advice will be taken as appropriate for a service-linked organisation.
7. Authority. This administrative instruction is issued with the authority of the Northern Area Council and under the provisions of the Association Rules, Byelaws and Standard Area Regulations.
John H Allison BEM
Northern Area Chairman
List of Annexes.Appendices;
A. Programme of Events
B. Branch Representation
B1. Delegate, Standard Bearer
B2. Resolutions/Matters for Discussion
B3. Standard Bearers Comp
B4. Young Standard Bearers Comp
C. Parade and Service
D. Agenda AGMD1. General Meeting Rules of Procedure
E. Accommodation, Venue Hotel
Distribution.
1. Officers and Members of Northern Area CouncilDoc. Complete
2. Branches of Northern Area RAFADoc.
3. Official Guests.Doc. Ann A,B.
The Royal Air Forces Association
Northern Area
Sterling Court, Offices 1-4
LeylandBusinessPark
Leyland. PR25 3GR Tel: 01772 426930email;